Administrative Coordinator

JOB OVERVIEW

The Administrative Coordinator ensures the daily operations of the office run smoothly and efficiently. Provides administrative support, politely greets clients, guests, and vendors, oversees distribution of mail, and coordinates supply orders. Works as part of the Client Services team, communicating with clients, vendors, and client services team members to exchange information and documents related to client accounts and investment. Collaborates across departments and assists with client service tasks such as responding to general inquiries and managing incoming and outgoing documents.

RESPONSIBILITIES & DUTIES

• Utilizes our state-of-the-art CRM system to efficiently manage a high volume of client and vendor correspondence including emails, faxes, secure uploads, and mail
• Maintains the corporate general inbox, responding to all general inquiries and accurately forwarding/assigning all else in a timely manner
• Coordinates incoming and outgoing mail and deliveries that may occasionally require driving or walking a short distance to drop-off location(s)
• Greets and assists clients, in-person with general questions regarding account maintenance and financial transactions, including asset purchases, sales, bill pays, and distributions; able to communicate IRS rules and regulations related to IRAs
• Facilitates in-person check pickup and drop-offs from clients, vendors, or tenants/borrowers in cooperation with Trust Accounting.
• Supports Building Maintenance with vendors’, inspectors’, and contractors’ communications
• Ensures office and building supplies are adequately stocked, anticipating needed supplies, placing orders with Corporate Accounting
• Responsible for efficiently maintaining, organizing, storing or transferring physical documents.  
• Assists with special projects as needed, collaborates with the management team for special events or meetings
• Performs other duties as assigned

QUALIFICATIONS

• 1-3 years of work experience in office administration or related field preferred (accounting or financial industry is a plus)
• High school diploma or equivalent required; Bachelors degree preferred
• Must have excellent communication skills
• Must be extremely organized and detail-oriented
• Requires a high level of professionalism and confidentiality

PROFESSIONAL CERTIFICATIONS

• None required

TECHNICAL SKILLS

• Proficiency in Microsoft Office Suite or similar
• General Computer Skills including but not limited to typing, printing and scanning

CULTURAL COMPETENCIES

In addition to our core company competencies of Cultivates Innovation, Nimble Learning, Action Oriented, Collaborates, and Being Resilient, a successful candidate in this role should exhibit the following behavioral competencies:

• Balances Stakeholders

• Collaborates

• Resourcefulness

• Situational Adaptability

PHYSICAL DEMANDS/WORK ENVIRONMENT

This job operates in a professional office environment and routinely uses standard office equipment. While performing the duties of this job, the associate is regularly required to speak and hear. The associate is frequently required to sit for extended periods of time, as well as stand, walk, use hands and fingers, and reach with hands and arms. This job requires the ability to lift files, open filing cabinets, and bend or stand on a stool as necessary.

DISCLAIMER/ASSOCIATE ACKNOWLEDGEMENT

The above statements describe the general nature and level of work only. They are not an exhaustive list of all required responsibilities, duties, and skills. Other duties may be added, or this description amended at any time.